As you use the Smartsheet app for iOS, you can take advantage of many features from the full version of Smartsheet on a computer browser. Here are some tips for navigating the mobile application, as well as a list of Smartsheet features available in the mobile application.
Find Commands and Navigate the App
Stay on Top of Tasks With Push Notifications
Receive push notifications on your device to make sure you're updated on sheet changes. You can view and take action on notifications in Notification Center. See Notification Center: Receive Alerts Directly Within Smartsheet for more information.
Quickly Find Items With Filters and Search
Tap the Filter icon in the upper-right corner of the screen to show only specific types of Smartsheet items.
The filter options available to you on the Search screen will be different from other screens.
Tap Search at the bottom of the screen to locate the sheet by typing its name.
Switch Views to Visualize Your Data
- Open the sheet and tap the Menu icon
in the upper-right corner of the screen. - Select a view to see your data in different ways.
Before you can see a sheet in Gantt View or Calendar View, the sheet must be set up to support those views using the computer browser application. More information on this is available in Working with Gantt Charts and Working with Calendars.
Each view has its own advantages:
- List View—Displays information from the Primary column, best for when you want to quickly navigate the sheet.
- Grid View—Displays all rows and columns for a complete view of the sheet.
- Gantt View—Organizes tasks as bars in a Gantt chart.
- Calendar View—Arranges tasks as events on a calendar.
Rename or Mark Items as Favorite From the Home Screen
From your Home screen, long-press an item to access additional actions for that item (for example: favorite or rename).
Take More Actions on the Row, Column, or Cell Level
Tapping a specific element (for example: a row number, a column header, or a cell) displays an appropriate toolbar for you to take actions.
Tap a row number for access to the toolbar.
Some of the options in this toolbar include, but aren’t limited to:
- Edit content row-by-row using the Edit Row screen
- Leave and view comments
- Send update requests
- Indent or outdent the row
- Lock or unlock the row
- Delete the row
Tap a column header for access to the toolbar.
Some of the options in this toolbar include, but aren’t limited to:
- Edit column properties (column name and type)
- Hide the column
NOTE: To unhide the column, tap the hidden column indicator (black line between two columns), then tap Unhide.
- Lock or unlock the column
- Apply a permanent sort
You'll have access to the toolbar whenever you have a cell selected.
If it's collapsed, you can expand the toolbar by swiping upward from it.
Some of the options in this toolbar include, but aren’t limited to:
- Edit content row-by-row using the Edit Row screen
- Copy and paste cell data
- View Cell History
- Insert an image, barcode, location, or hyperlink in the cell
Double-tap a cell to edit it's contents.
If there are multiple lines in the cell, use the Edit Row screen or tap a different cell and re-select the target cell.
Tap-and-Drag to Move Rows
While in Grid View, you can tap-and-drag from the row number on the left of a sheet to move the row.
Attach Multiple Files or Images to a Sheet or Row
You can attach files to the sheet itself, on specific rows, or through form submissions. To attach files at the sheet level:
- Open the sheet
- At the top right, select the Sheet Menu icon
- Select All attachments from the sheet menu to see all attachments on the sheet
- Tap the paperclip icon and select Attach a File or Choose from Photos to open the file picker and choose the files you wish to attach.
To attach files to a row in Grid view:
- Select your desired row number
- Select Row attachments
- Tap the paperclip icon and select Attach a File or Choose from Photos to open the file picker and choose the files you wish to attach.
You can also attach files in Card, Calendar, and List view by selecting the card, event, or list item to expose the paperclip icon.
Edit Images Before Uploading Them with Image Markup
During the file upload process, you can edit images before uploading them to the sheet or row. After you’ve selected the files you wish to upload, you’ll be taken to the file confirmation screen.
Select the menu button next to any image file to rename, delete, or edit the image by cropping, rotating, or marking it.
Scan Barcodes to Track and Find Inventory
Use the mobile app and the camera on your mobile device to add information to your sheet/form or to search for information by scanning a barcode.
You can only scan a barcode in text/number fields.
You can scan barcodes for use in different ways:
-
Add barcode information to a cell—tap the barcode icon
located in the toolbar when a cell is selected or above the keyboard while editing a cell. -
Add barcode information from a form—tap the barcode icon located above the keyboard while editing a form field.
-
Search Smartsheet with a barcode—tap the barcode icon located in the Search bar.
The Smartsheet for iOS app supports the following barcode types:
| 1-Dimensional | 2-Dimensional |
| EAN-8 | QR |
| EAN-13 | Data Matrix |
| UPC-E | PDF-417 |
| Code-39 | AZTEC |
| Code-93 | |
| Code-128 | |
| ITF14 |
Add a Link to Your Location in a Cell or Form
You can only add a link to a location in text/number cells and form fields.
Create a link to a location in a text/number cell or form field:
-
Select the cell or form field that you want to add a link to your location to:
-
Add to a cell—tap the location pin icon
located in the toolbar when a cell is selected or above the keyboard while editing a cell. This will allow the Smartsheet app to find your current location. -
Add to a form field—tap the location pin icon located above the keyboard while editing a form field.
-
Add to a cell—tap the location pin icon
- Adjust the pin on the map as needed and tap Select.
A link to the selected location is added to the cell or form field. (The link appears as the latitude and longitude of the location.) When anyone who has access to the sheet selects the link, they’ll be taken to Google Maps to view the location.
Open Forms in the Mobile App
If you're shared to a sheet, you can open forms associated with those sheets in the Smartsheet mobile app to take advantage of a mobile-centric layout, responsive design, and support for barcode scanning and adding a link to your location in text/number form fields.
Otherwise, if you tap a form link you’ll be prompted to open that form in the mobile app.
When You're Shared to the Sheet
If no forms have been created on the sheet, you won’t see the Forms option. You must first create a form with the computer browser version of Smartsheet. See Collect Information with a Form for instructions on how to build forms.
- Open the sheet and tap the Menu icon in the upper-right corner of the screen.
- Select Forms and tap the form that you want to view.
Your form will be displayed in the app.
When You're Given a Link to a Form
When you tap a Smartsheet form link that you’ve received on your mobile device—for example, in an email message—you’ll have the option to open the form in the Smartsheet iOS app.
If you open a Smartsheet form from the mobile app, you can access it later from the Home or Recents screen in the app.
Here are some best practices when using Smartsheet forms on your iOS device:
- Minimize the number of times you log out of the application. Logging out of the mobile application will clear the list of forms from the app’s Home screen.
- Avoid pinning Smartsheet form links to your device’s home screen—doing this prevents the forms from being opened in the mobile application.
Restructure Your Sheet With a Permanent Sort
You can sort your sheet based on column data directly from the mobile app.
- Sorting your sheet will permanently change its structure. There isn’t a way to undo a sort once it’s been applied.
- Sorting is only available to the sheet Owner and people with Admin-level sharing permissions.
Quick Sort from a Single Column
-
Tap on a column name to open the toolbar and choose a sorting option (ascending or descending).
You’ll see a message explaining that sorting is a permanent action (which cannot be undone).
- Tap Sort to apply the sort.
Sort Based on Multiple Columns
Sorting is only available to the sheet Owner and people with Admin-level sharing permissions.
- Tap the Menu icon in the upper-right corner of the screen and tap Sort.
By default, the Primary column in the sheet is added as a column to sort in ascending order.
- Tap Add to include more columns to sort.
A list of sort options (order Ascending and Descending) and column names in the sheet appears.
- Tap a column name and choose Ascending or Descending to add a sort criterion.
TIP: Select a sort criterion to change the sort options or tap Delete to completely remove it.
Share Your Smartsheet Items to Boost Collaboration
With a sheet, report, or dashboard open:
- Tap the Menu icon
in the upper-right corner of the screen and tap Share.
- Select the + button in the upper-right corner of the screen.
- In the Share with field, type the email addresses of the people to whom you want to grant access and choose the level of sharing permissions that you want to grant them.
For more information on sharing permission levels, see Sharing Permission Levels.
At the time of sharing, if a sheet, report, or dashboard exists in a workspace, you’ll be prompted to choose between sharing the sheet or sharing all Smartsheet items in the workspace.